SebataEMS (Enterprise Management Solution)

SebataEMS - enterprise management solution - is a one-stop, end-to-end solution for local government, and other public and private entities, consisting of a number of modules and systems, as listed below. SebataEMS modules are fully integrated, however, it can consist of core modules for smaller clients. The SebataEMS information management portal combines and analyses data to provide a centralised management overview of the institution. Segmental reporting, as per the recent Standard Chart of Accounts (SCOA), is the basis of our solution. Emphasis on planning, transacting and reporting is achieved via reliance on local government's integrated development planning/plan (IDP), and operating and annual financial statements.

  • The SebataEMS consists of the following modules and systems:

    • IDP/service delivery and budget implementation plans (SDBIP)/performance management systems (PMS)/projects
    • Human resources (HR)
    • Payroll
    • Billing (accounts receivable)
    • General ledger
    • Supply chain management (accounts payable)
    • Asset management/inventory
    • Land use, real estate, building control and grant management
    • Document management

 

  • IDP/SDBIP/PMS/Projects

    This module ensures that the government's five-year IDP, the prioritisation of the three-year budget process, and approved projects align with procurement plans. This ensures that budgeting and budget modelling, year on year, is possible. Project management and budget adjustments are done as per regulations and guarantees accountability for budgets being delivered against the functions, or municipal classification, for which it is intended. Ultimately what is planned in the IDP and transacted on in the application must be reflected in the reporting. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated.

    Key elements in this module

    • Capture and edit project details for all current and planned projects, aligning the project planning with the predefined IDP/SDBIP hierarchy
    • Capture and edit progress of projects including milestones
    • Capture and monitor progress in relation to social, economic, employment and financial benefits
    • Alerts and triggers to notify managers at the relevant levels of tasks outstanding or items requiring attention; this acts as an escalation mechanism allowing the identification of persons responsible for not completing their respective tasks, and also serves to highlight weaknesses in the business project plans
    • Reporting at the required hierarchy levels allowing users to drill down for increasing detail 

  • HR

    This module deals with issues related to the employee such as hiring, performance management, organisational development, safety, wellness, leave, employee motivation, communication, administration, job description, and training in line with all relevant legislation. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated. The relevant statutory reporting with regards to HR is also addressed in the module.

    Some key elements in this module

    • The assessment of the business performance against the IDP/SDBIP and employee performance within the organisation based on the performance of tasks assigned to and inherited by them
    • The information management system (IMS) therefore allows municipalities to monitor performance at both an organisational (OPMS) and individual (IPMS) level; managers are empowered to manage and oversee their staff performance
    • The performance-related functionality within IMS can be customised to meet the existing municipal performance management framework; however, IMS is aligned to the performance management framework as dictated by legislation, such as the Municipal Finance Management Act (MFMA) and Municipal Systems Act (MSA)
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  • Payroll

    Payroll management in this module addresses the administration of financial records of salaries, wages, bonuses, net pay and deductions, within the limits of the approved budget driven by the planning module, and in line with prescriptions of the South African Revenue Service. Budget remuneration and benefits are aligned with the approved staff establishment with provision for vacancies. Monthly recompilations and risk registers regarding remuneration are driven by this module. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated.


  • Billing (accounts receivable)

    This module addresses the collection of all monies due to the institution such as, property tax (Municipal Property Rates Act (MPRA) and amendments), electricity, water, sanitation, solid waste management and sundry accounts, as per the MSA and MFMA. The module manages the effective collection of readings and input to produce accurate and timely physical or electronic accounts to clients. The collection of outstanding debt is also managed via this module, utilising all available methods to improve payment rates. The module also covers complete pre-paid vending for both water and electricity. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated. The relevant statutory reporting with regards to HR is also handled in the module.

  • General ledger

    The ledger hosts the consolidation of the sub-ledgers directly into the segmental requirements, as per the relevant regulation, and adheres to SCOA. The consolidation of the ledgers gives rise to the monthly performance represented in the statement of financial performance, financial position, movement in cash flow and relevant reporting templates by National Treasury. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated.

  • Supply chain management (accounts Payable)

    This module handles the business processes and utilisation of the procurement list, and approved budgets to procure goods and services required by the institution. The module addresses vendor registration and management. The entire tender process is maintained as per the institution’s policy. The entire process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated. The relevant statutory reporting with regards to HR is also addressed in this module.

  • Asset management/inventory

    This module manages the entire asset lifecycle and maintenance of the assets. Tracking, maintenance, costing of replacement, valuation as per generally recognised accounting practice (GRAP), and the asset register. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated. The relevant statutory reporting with regards to assets is also addressed in this module.

  • Land use, real estate, building control and grant management

    This module addresses the use of developed land, spatial management and policy regarding economic usage of land, township management, and building plan management. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated.

  • Document management

    This module covers all electronic documentation management as per the approved filing structure of the municipality in accordance with the National Archives Act. This process is guided by pre-defined user profiles and workflow as per the roles and responsibility allocated.

  • SebataFMS (Financial Management System)

    The SebataFMS is a fully integrated municipal financial management system providing comprehensive and holistic municipal financial management functionality. The system is designed to run in small, medium and large amalgamated municipalities, and has built-in flexibility to run diverse methods of financial management. SebataFMS conforms to various municipal accounting practices and reporting standards, such as GRAP, MFMA, National Treasury, National Electricity Regulator (NERSA) statistics, South African National Government statistics, and the South African Local Government Association (SALGA).

    • General ledger
    • Consolidated billing
    • Asset management
    • Supply chain management (SCM)
    • Creditors and stores
    • Job costing management
    • Report writing
    • Pre-paid vending - water and electricity
    • Business registrations
    • Receipting/remote receipting

    SebataIMS (Information Management System)

    The SebataIMS enables municipalities to improve service delivery, facilitate cross-functional management, and manage the strategic co-ordination of information. IDP and SDBIP management, as well as project and performance management, are also included in the IMS.

      • Enables the municipality to improve service delivery
      • Facilitates cross-functional management and the strategic co-ordination of information by guiding business processes; robust
        management and system controls ensures data integrity and prevents data manipulation
      • Improves efficiency, transparency and regulation
      • Web-based approach allows staff, management and service providers to work at maximum capacity and efficiently at any location

    SebataPMS (Performance Management System)

    The SebataPMS is a fully integrated management system that provides comprehensive and holistic municipal performance management functionality.



    SebataEDMS (Electronic Document Management System)

    SebataEDMS is a holistic, integrated and efficient EDMS for record-keeping, filing, retrieving, routing and tracking documents with the utmost care and security for general administration. It allows users to efficiently manage electronic and hard-copy documents efficiently and timeously. In addition to the document management operations, it encompasses customer care management and a complete municipality operations management system. SebataEDMS is a proudly South African product developed in 2012 for local government. It is constantly adapted to align with the latest national archive requirements to ensure sustainable improvement within local municipalities. It is designed in line with the latest web-based technology, ensuring the product has an intuitive, easy-to-use web interface.